MOTOR POOL FUND SUMMARY OVERVIEW The Motor Pool Fund is an internal service fund established to account for the operations and maintenance of the city s fleet. Its customers are city departments, and its primary revenue source is payments from those departments for vehicle and equipment maintenance and replacement. MOTOR POOL FUND FY 2010 ACTUAL FY 2011 BUDGET FY 2011 ESTIMATED FY 2012 PROPOSED BEGINNING FUND BALANCE 1,962,779 1,077,612 1,077,612 656,837 REVENUES 2,277,077 2,812,677 2,838,177 2,812,577 EXPENDITURES 3,162,244 3,112,086 3,258,952 2,887,987 REVENUES OVER/(UNDER) EXPENDITURES (885,167) (299,409) (420,775) (75,410) ENDING FUND BALANCE ASSIGNED * 1,077,612 778,203 656,837 581,427 * Intended use established by City Council. The most significant aspect of the Proposed Budget is an increase in combined contributions from the General and Utility funds for vehicle replacement. The vehicle replacement payments of 1.66 million remain the same in the Proposed Budget as they were in the FY2011 Adopted Budget. The Proposed Budget includes 1,294,500 for vehicle replacements in city departments. These purchases will be combined with the proposed 1,614,500 fire apparatus in the CIP along with 145,000 in purchases of new vehicles to form the city s 3.05 million vehicle purchase program. MPF 1
MOTOR POOL INTERNAL SERVICE FUND PUBLIC WORKS DIRECTORATE City Manager Assistant City Manager Public Works Vehicle Maintenance MPF 2
MOTOR POOL INTERNAL SERVICE FUND EXPENDITURE SUMMARY FY 2010 FY 2011 FY 2011 FY 2012 DIRECTORATE ACTUAL BUDGET ESTIMATED PROPOSED Vehicle Maintenance Fund Total 3,162,244 3,112,086 3,258,952 2,887,987 3,162,244 3,112,086 3,258,952 2,887,987 FY 2010 FY 2011 FY 2011 FY 2012 CATEGORY ACTUAL BUDGET ESTIMATED PROPOSED Personnel Services Supplies Repair & Maintenance Services & Charges Capital Outlay Fund Total 606,310 619,976 649,642 638,930 37,459 25,700 40,400 49,700 511,577 465,300 500,500 518,150 37,673 35,310 38,410 241,707 1,969,225 1,965,800 2,030,000 1,439,500 3,162,244 3,112,086 3,258,952 2,887,987 MPF 3
VEHICLE MAINTENANCE PUBLIC WORKS DIRECTORATE MISSION STATEMENT To perform preventive maintenance/inspections and repairs with the goal of preventing inservice breakdowns, to create a challenging work environment for our mechanics through continuous training in the latest technology, to empower our mechanics to make decisions that will return vehicles to service status, to identify operator abuse and/or improper equipment utilization to maximize efficiency and reduce operation cost, and to provide whatever support is needed by our customer departments. ACHIEVEMENTS FOR FISCAL YEAR 2011 Implemented a more complete work order program and worked toward a more paperless system. Obtained a more thorough inventory control system, including fueling program. Increased the usage of fueleconomical vehicles and reduced our overall carbon footprint. Made city s only 24/7 recycling center more userfriendly. GOALS FOR FISCAL YEAR 2012 Complete 95 percent of all work orders inhouse. Continue removing nonproductive vehicles and equipment from the City fleet and purchase more fueleconomical vehicles. Administer safety programs and participate in citywide programs. Continue to promote environmentally safe disposal of recycled items. Add ewaste to our list of accepted items for recycling. Educate City employees on an antiidling program. MPF 4
MOTOR POOL EXPENDITURE SUMMARY FY 2010 FY 2011 FY 2011 FY 2012 ACTUAL BUDGET ESTIMATED PROPOSED VEHICLE MAINTENANCE Personnel Services 606,310 619,976 649,642 638,930 Supplies 37,459 25,700 40,400 49,700 Repair & Maintenance 511,577 465,300 500,500 518,150 Services & Charges 37,673 35,310 38,410 241,707 Capital Outlay 1,969,225 1,965,800 2,030,000 1,439,500 TOTAL 3,162,244 3,112,086 3,258,952 2,887,987 POSITIONS 10.0 10.0 10.0 10.0 HIGHLIGHTS (FY 2012 Proposed Over/Under FY 2011 Estimated) Personnel Services Decrease of 10,700 due to onetime merit pay in FY2011. Supplies Increase of 9,300 due to the increased cost of gas and oil. Repairs & Maintenance Increase of 17,600 due to increase in equipment repair and maintenance. Services & Charges Increase of 200,000 due to adding a contingency to include funding for potential compensation adjustments resulting from the compensation study. Capital Outlay Decrease of 590,500 due to a decrease in the cost of vehicles to be replaced in (526,300) and the onetime replacement of vehicles in FY2011 destroyed in a fire (64,200). PERFORMANCE INDICATORS INDICATORS Repair work orders Average repair turn around (hours) Hybrid vehicles as percentage of fleet Percent of fleet accidents Internal customer service index (scale of 110, 10 highest) FY 2009 FY 2010 FY 2011 FY 2012 ACTUAL ACTUAL ESTIMATED PROPOSED 3,596 3,559 3,700 3,700 6.9 6.5 6 6 N/A 12 16 19 N/A 4 5 5 N/A N/A 8 8 MPF 5
FISCAL YEAR 2012 PROPOSED BUDGET VEHICLE PURCHASE PROGRAM ASSET DESCRIPTION FUND DEPARTMENT COST Motor Pool Operating Fund 2003 Ford 250 Truck Remount Only General Animal Control 28,900 1999 Ford F150 Truck General Information Technology 22,500 2002 Dodge Ram 2500 Truck Utility Line Repair 26,900 2004 Ford F150 Truck Utility Line Repair 22,500 2001 Forf F550 Bucket Truck General Park Operations 136,000 2000 Bunker Field Groomer Rake General Park Operations 14,000 2002 Chevrolet Silverado 3/4 Extended Cab General Police 22,500 2002 Chevrolet Silverado 2500 4x4 General Streets 26,900 2002 Chevrolet Tahoe 4x4 General Streets 26,900 2004 Boom Mower General Streets 97,000 2004 New Holland Boom Mower General Streets 97,000 2001 Backhoe Rubber Tire Tractor Case General Streets 91,000 2001 Pot Hole Patch Truck International General Streets 140,000 1997 Paver, Asphalt General Streets 140,000 1995 Ford F450 Truck with Crane General Vehicle Maintenance 81,000 2002 Chevolet Impala General Vehicle Maintenance 22,000 1999 Ford Crown Victoria Pool Car General Vehicle Maintenance 29,500 2002 Ford F150 Truck Utility Water 22,500 2002 Ford F150 Truck Utility Water 22,500 2002 Dodge Ram 250 Truck Extended Cab Utility Water 26,900 CIP Purchases 1,294,500 1993 Pierce Dash Pumper General Fire 604,500 Motor Pool Operating Fund 604,500 1,899,000 Ford F150 Truck General Information Technology 23,000 CIP Purchases FLEET REPLACEMENTS Motor Pool Fund Subtotal CIP Purchases Subtotal Fleet Replacements Subtotal NEW VEHICLE PURCHASES Motor Pool Fund Subtotal 145,000 100' Aerial Qunt for West Side General Fire 1,010,000 CIP Purchases Subtotal Fleet New Vehicle Purchases Subtotal 1,010,000 1,155,000 Total Vehicle Purchases Motor Pool Operating Fund 1,439,500 Total Vehicle Purchase CIP 1,614,500 GRAND TOTAL VEHICLE PURCHASES 3,054,000 MPF 6